Practice Settings

The Practice Settings window is used to control practice-wide settings that affect how EXACT functions.

WARNINGS:

Apart from a few parameters that may occasionally need to be reset or altered, most items are of the “set once then forget” variety, and will have been configured appropriately at the time EXACT was installed.

Do NOT change any of the settings except under instruction by SOEI Support personnel.

Note that some of the details below will only be visible to users with administrator security privileges.

A typical Practice Settings window example is shown below:

Configure-PracticeSettings_r10.16

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View Adjustment Types

See View Adjustment Types window

Default Adjustment Types

You have the choice here of either defining an adjustment type default code, or leaving it blank.

Specify the field as a default type:

If you specify a default type for each adjustment, it will be defaulted when adjustments are made, but you can optionally overwrite this default.

Leave the field blank to prompt each time for an adjustment type

On the other hand, if a field is left blank, you will be forced to select an adjustment type rather than just entering the amount, so it forces you to choose a type rather than just accepting the default.

To specify a Default Adjustment Type

Type the code if you know it,

- or -

Click the up/down arrows to cycle through the options and choose one,

- or -

Click the List Selector button to select an adjustment type from a list. For example:

ViewAdjustmentTypes

You then also have options:

Click to Edit an Adjustment Type, and then modify the screen and click OK. For example:

ViewAdjustmentTypes-Edit

Click to Add an Adjustment Type, and then modify the screen and click OK.

Transactions

Prompt for Opening Balance: Check this box to have EXACT prompt you when you are charging a patient, so you are aware of the patient account balance.

Stock

Barcode Scanner active: Click the checkbox if you are using a barcode scanner for stock items.

Standard Discount: If you wish to show a standard discount to apply to stock items, enter the percentage in the box.

Appointment Books

Appointment Book Columns: Check either or both of the appointment book features depending on how many columns you want to use.

For the Appointment Workflow / Departure Task List facility you need to do all of the following:

Enable the Multicolumn Appointment Book, and
Enable the Appointment Workflow, and
Configure the Appointment Workflow (See Configuring tasks for patient retention in the Departure Task List)

For further Appointment Book settings, see also:

Appointment Books

Appointment Book Tools and Functions

Utilisation Manager

Check to enable. If enabled, click the Configure button to configure the Short Notice List.

New Providers

Default GL Account

Default Account

Default Fees

These fields allow you to specify what the Bank Account and Default Fees fields on the Add Provider screen default to. This simplifies setting up a new provider while still allowing you to overwrite them if required.

For each of these fields, enter the appropriate default (if required), or select from the drop-down list.

Use Provider Categories: Tick this checkbox to add another field to the Provider File, which is used to group Providers for reporting purposes.

Private

Pass costs on to the patient: For private treatment, this checkbox determines whether the cost noted for a given service item is added on to the fee for the patient to pay (ticked) or assumed to be built into the fee (unticked).

Settings

Include Wait List Features	If checked, wait listing will be enabled, and the Wait List tab willdisplay in the Patient File.
Enable Locations	If your practice has multiple clinics, and the Enable Locations checkbox is ticked, then the Locations file will be added to the File menu. Some data entry screens will also have an extra field to specify location, for example: A Preferred Location field is added to the Patient Details window, so that patients can be referred to the appropriate clinic. A Location field will be added to the Edit Appointment window, to specify which clinic an appointment will be at. This defaults to a patient's preferred location (if specified), but can be changed if required. If not already set up, location details will have to be created using the Locations option on the file menu. Enable User Accessibility: When the Enable Locations checkbox is ticked, the Enable User Accessibility is no longer 'greyed out'. This gives you two options: You can enable user accessibility by making sure the checkbox is ticked. The user's available locations are then defined in User Settings. Consequently, when users login to EXACT, they will be have to choose which location they are logging in to. If their user settings limit their choice to only one location, then this is the location they will be logged into when they enter their login code and password. Leave the checkbox empty, so that Accessible Location" are not displayed in the "User Settings window. All users will have access to all locations.
Payments are taken for individual Providers	Un-check to rather take payments for all Providers.
Market to patients without recorded consent	"Without recorded consent" refers to settings for which the patient has made no explicit choice: NOTE: This checkbox is checked by default. See Preferences to contact patient

View System Numbers

ViewSystemNumbers-EIRE

System numbers are incremented automatically, and this field keeps track of what the next number will be.
This option is present to give the ability to reset them if absolutely necessary so they start from the 'Next' number specified here.

IMPORTANT: Do NOT change any of these numbers except under instruction by SOEI Support personnel, as this could have serious consequences.

This button will reset ALL system numbers to the next suitable number.

Only use this option under instruction from SOEI support team members.

View Merge Fields

ViewMergeFields-EIRE

Displays the Merge Fields used for Letters and email. You can use the list displayed to create new letters and/or email messages.

The list is also available via the email templates email screen, when an existing letter template is edited, or a new letter template is created.

Configure Holidays

ConfigureHolidays-EIRE

Displays the Configure Holidays window, to enable you to set up days when the clinic is closed.